Budget Lines Import

Overview

The Budget Line Import process read files from ./Incoming/BudgetLines/ in the SFTP. These files will be moved to the archive folder located at ./Incoming/Archive/BudgetLines/ before being processed in alphanumeric order.

The Chart of Accounts must already exist

The Account must already exist for the Chart of Accounts

Currency must be active.

Keys

Budgeting Segment and Period are the keys to update an existing budget line. Both keys are needed in order to perform an update.

When specified, the Remaining Budget field will cause the Amount column to be ignored.

Notes

Coupa's integrations don't currently provide a way to directly capture outside spend. The appropriate way to capture this change to the budget would be to update the budget to reduce the budget's total amount by the amount of the outside spend. For example: a $5000 budget exists for Account ABC for Fall 2012 with $2000 used for by PO 123 and PO 124. $1000 of budget ABC is spent outside of Coupa. An update to Account ABC's Fall 2012 budget should be made to change the total budget amount from $5000 to $4000 to reflect in Coupa that only $2000 is remaining.

Budget Lines Header Columns

Column Name

Description

Req'd

Unique

Type

Allowable Values

Period

The name of the budget period.

TRUE

FALSE

string(100)

The period name must already exist in Coupa.

Budgeting Segment

The account code for the budgeting segment

FALSE

FALSE

string(255)

The account segment must already exist in Coupa.

Amount

Total Budget Amount

FALSE

FALSE

decimal(32,4)

The currency must be active.

Remaining

Budget Amount Remaining

FALSE

FALSE

decimal(32,4)

any

Description

Budget Description

FALSE

FALSE

string(255)

any

Notes

Budget Notes

FALSE

FALSE

text

any

Owner

Budget Owner Login. Must Exist in Coupa

FALSE

FALSE

string(255)

any

Owner Is Approver

Have Budget Owner Approve things affecting budget. Once the box is checked to uncheck update with value of 0

FALSE

FALSE

string

1 or 2 (1=on all requisitions, 2=only when budget is exceeded)

Budget Hard Stop

Prevent submission of requisitions that would exceed the budget

FALSE

FALSE

boolean

Yes/No, True/False, Y/N, T/F

Budget Overrun Calculation

Use this field to calculate budgets against approved requistitions or approved and pending requisitions

FALSE

FALSE

string

1, or 2 (1=Approved, 2=approved and pending requisitions)

Segment 1

Budgeting Account Segment 1

FALSE

FALSE

string(100)

any

Segment 2

Budgeting Account Segment 2

FALSE

FALSE

string(100)

any

Segment 3

Budgeting Account Segment 3

FALSE

FALSE

string(100)

any

Segment 4

Budgeting Account Segment 4

FALSE

FALSE

string(100)

any

Segment 5

Budgeting Account Segment 5

FALSE

FALSE

string(100)

any

Segment 6

Budgeting Account Segment 6

FALSE

FALSE

string(100)

any

Segment 7

Budgeting Account Segment 7

FALSE

FALSE

string(100)

any

Segment 8

Budgeting Account Segment 8

FALSE

FALSE

string(100)

any

Segment 9

Budgeting Account Segment 9

FALSE

FALSE

string(100)

any

Segment 10

Budgeting Account Segment 10

FALSE

FALSE

string(100)

any

Segment 11

Budgeting Account Segment 11

FALSE

FALSE

string(100)

any

Segment 12

Budgeting Account Segment 12

FALSE

FALSE

string(100)

any

Segment 13

Budgeting Account Segment 13

FALSE

FALSE

string(100)

any

Segment 14

Budgeting Account Segment 14

FALSE

FALSE

string(100)

any

Segment 15

Budgeting Account Segment 15

FALSE

FALSE

string(100)

any

Segment 16

Budgeting Account Segment 16

FALSE

FALSE

string(100)

any

Segment 17

Budgeting Account Segment 17

FALSE

FALSE

string(100)

any

Segment 18

Budgeting Account Segment 18

FALSE

FALSE

string(100)

any

Segment 19

Budgeting Account Segment 19

FALSE

FALSE

string(100)

any

Segment 20

Budgeting Account Segment 20

FALSE

FALSE

string(100)

any

Remaining Budget

The amount of budget that remains. Must add column manually in the upload template. When specified the Amount column will be ignored, and this value will be used instead.